2. Communication, confidentiality and feedback

2.1 School calendar

2.2 Teacher communications

2.3 School communications

2.4 Parent to parent communications

2.5 Homework

2.6 Assessment and reporting

2.7 Parent education

2.8 Yearbooks

2.9 Updating your contact details

2.10 Invigilating external exams (for cis students only)

2.11 Personal data protection policy

2.12 Caregiver's responsibilities

2.13 Representative's responsibilities

2.14 Policy change notifications

2.15 Change in ownership/management

2.16 Confidentiality

2.17 Feedback and dispute resolution

2.18 Surveys

Communication in a school environment is critical, and there are a range of ways we communicate information about our curriculum and programmes, your child’s learning, and school events.

2.1 School calendar

The school calendar can be viewed on My.CIS and includes all school events. What you see on the calendar will be aligned with your child(ren)’s grades. An overview of the key dates for this school year is also archived on the My.CIS dashboard.

2.2 Teacher communications

What	What	Where/how?	When?	Why
Primary	Learning updates	via SeeSaw	Every Friday	To keep you updated as to what your child has been learning during the week and to share any class updates.
Primary	Conferences	face to face	Three times per year	To understand more about our programme, and your child's progress.
Primary	Email		Only as needed	When we have something to share with you.
Secondary	Due work, assessments and curriculum	via ManageBac	24/7	So you are fully informed about your child’s programmes and learning.
Secondary	Email		Only as needed	When we have something to share with you.
Secondary	Conferences	face to face	Twice a year	To understand more about our programme, and your child’s progress.

2.3 School communications

There is a range of communications you will receive from the school. The grid below outlines what you receive, how and when. The information is applicable to all parents.

Please contact our communications department if you are not receiving communications.

What	Where/how?	When?	Information
Week at a Glance (WAG)	email	Friday afternoon	Key dates; school-wide, campus-wide and divisional information
Parent advisories (stand-alone emails)	email	as needed	time-sensitive, need to know information
Mosaic (stories celebrating life at CIS)	- e-zine	10 issues each school year	School celebrations, learning updates and student/staff achievements
	- online (Mosaic)	online: 24/7
		Biannually
School calendar	See the calendar in My.CIS	daily	All school events and key dates
			Sync the calendar to your phone: iOS or Android
My.CIS	My.CIS.edu.sg	as needed	School directories, policies and procedures, services information, archived information and access to registration systems
SMS alert	delivered to your mobile phone	critical updates	Critical time-sensitive, need to know information

2.4 Parent to parent communications

CIS facilitates parent to parent communication through CIS parent Google chat groups at the class and grade level. Parents are encouraged to use these official communication channels as CIS does not share individual family contact details with other parents.

2.5 Homework

Homework assignments reinforce new concepts and skills and help build desirable work and study habits. Homework will be assigned according to the age and needs of students. The amount of time that students spend doing homework depends on how much reinforcement is needed, and the grade level. We ask that parents give support and encouragement for their child in developing good work and study habits by:

talking with your child about what he or she is learning
establishing a specific nightly homework period
providing a quiet place to study that is free from distraction
being available to answer questions
reviewing completed work
informing the teacher when problems arise

CIS does not assign homework on holidays or during school breaks. We believe students need a break from academics during this time, too.

To read more about homework expectations for your primary school child, please refer to the relevant programme guidelines below:

2.6 Assessment and reporting

Reporting periods for the different grades are as follows:

Pre-PYP (nursery) and PYP (pre-kindergarten to grade 6): two formal report cards. There are also two parent teacher conferences and one student led conference each year.
MYP (grades 7 to 10) and DP (grades 11 and 12): four reporting periods which consist of four report cards (two progress and two formal). There are also two conferences per year: one parent teacher conference and one student led conference.
CIS Foundation programme: students receive four progress reports each school year. There are also two conferences per year.

2.6.1 Conferences

Parent teacher conferences are an integral part of the reporting process. These conferences provide an opportunity for students, teachers and parents to identify progress to date and to set future goals and directions. At student-led conferences, students present their progress and achievement to their parents. Conference dates are available on the school calendar.

Communication and the partnership between home and school is a crucial part of school life. This partnership is built around the premise of “no surprises” when it comes to the academic progress of students.

Parents are welcome to communicate with the teacher at any time if questions or concerns arise. Please make arrangements with your child’s homeroom teacher/teacher advisor to find a mutually convenient time to meet.

2.6.2 Report cards

Day to day assessments in the classroom are designed to:

monitor student progress
target areas for growth
adjust teaching strategies

The primary purpose of report cards is to communicate to parents on student progress.

Report cards at CIS are issued in digital form only (they are not printed). Report cards for each child can be accessed in the ManageBac “Reports” section.

Primary students (nursery to grade 6) Formal report cards are available in January and June. Parents will be notified by email when reports are ready to be viewed and downloaded in ManageBac.
Secondary students (grades 7 to 12) Reporting consists of four written reports throughout the school year. Parents will be notified by email when reports are ready to be viewed and downloaded in ManageBac.
CIS foundation programme Formal report cards are issued twice a semester. Parents will be notified of report card release dates, and reports are emailed directly to parents.
Additional report cards If you require report cards from prior school years (before ManageBac), please let the administrative staff at the respective divisional office know two weeks prior to the date the report cards are to be collected.

The cost of report card transcripts is $6 each. If additional transcripts requested need to be posted, parents will be charged postage for the additional copies.

2.6.3 Report cards and attendance requirements

This document outlines the attendance requirements for report cards.

2.7 Parent education

We offer a range of ParentEd sessions (parent workshops and seminars) across the school year. These ParentEd sessions, which are designed to communicate a range of elements of our programme, are advertised in the Week at a Glance newsletter.

2.8 Yearbooks

Each year in June, every student receives a copy of the CIS yearbook. If a student has left and the parent requests a yearbook to be posted to their home address, postage will be payable. The finance department will be able to advise on the cost of postage.

Additional copies of the yearbook can be purchased at S$55.00 from the main office on each campus. Additional copies are available until sold out.

2.9 Updating your contact details

CIS has a central database for all student information. This information is vital to ensure ongoing and prompt correspondence with families.

Change your contact details via My.CIS. Applicable changes will be shared with teachers and other departments.

All other changes to parent or student records (passport number, NRIC number, etc) can be sent via email to the respective email below.

2.10 Invigilating external exams (for cis students only)

When a CIS student is required to complete entrance examinations for another school, and parents request that they take the test and be supervised at CIS, the following protocols will apply:

The classroom teacher or the teacher will liaise with the respective divisional office or campus to book a half-day supply teacher to supervise the writing of the exams. If there is more than one child in the same family needing exam writing supervision, please let your child’s teacher know as they can be done at the same time. Upon confirmation, a suitable room will be booked for your child.
Since the entrance exams are generally emailed or sent to the classroom teacher or vice principal he/she will give them to the supply teacher and review the general instructions on the day of the exam.
Parents will be responsible for covering the cost of the half-day supply teacher ($120.00 + GST) as well as the cost for getting the entrance examinations to the next school. The payment can be made by parents on the day of the exam at the finance counter (see 6.2 for opening hours) in the main office, and a receipt will be issued. Our Finance department will pay the Supply Teacher for their services directly.

It is important that these tests are kept secure/confidential and mailed/couriered by CIS. Parents should not review the exams before or after completion.

2.11 Personal data protection policy

CIS respects the privacy of its students, parents, staff, community members and visitors to its website and campus. Personal data is collected by CIS for the purpose of supporting the operations of the school. All collection, use, disclosure, or processing of data is undertaken in compliance with Singapore’s Personal Data Protection Act 2012 (“PDPA”). View CIS’ personal data protection policy on our website. At no time will CIS share another parent/family’s contact or personal details with others.

2.12 Caregiver's responsibilities

If a student’s (grades 5-12 only) parents/legal guardian are unable to deal with CIS for day-to-day matters or reside overseas, then a caregiver (who is a Singaporean or Permanent Resident of Singapore) above the age of 25, having charge or control of the student during the school year, should be appointed by the parent/legal guardian. Appointed caregivers are required to live in the same residence as the CIS student and meet all other caregiver expectations. Students in grade 4 or below must reside with at least one parent while enrolled at CIS. If parents/legal guardians are travelling, you must inform the school and provide the name of emergency contacts and temporary caregivers. View the responsibilities of caregivers in English. (You can also view it in Chinese or Korean).

2.12.1 Change in caregiver / caregivers contact details

If at any time a parent changes their child’s caregiver, or if a caregiver’s contact details change, parents must update the school by completing a new caregiver agreement and sending to the respective email below.

2.13 Representative's responsibilities

A representative is required for the purpose of school communications whenever a parent does not speak English or is not literate in English. The representative must be a responsible adult resident in Singapore and must be literate in English. View the responsibilities of representatives.

2.13.1 Change in representative / representative's contact details

If at any time a parent changes their child’s representative, or if a representative’s contact details change, parents must update the school by completing a new representative form and sending to the respective email below.

2.14 Policy change notifications

Parents and students will be informed of any changes to CIS's admission guidelines, rules, regulations, policies or codes of conduct via an email advisory and/or the weekly Week at a Glance (WAG) newsletter. It is the responsibility of parents, and students as necessary, to read these school communications.

2.15 Change in ownership/management

CIS will inform the parents/caregivers within 14 days of any:

Change in the ownership of CIS; and/or
Change in key management such as a change in directors, partners or members of CIS’s management committee who have control or management of CIS, and top management personnel including CEO, principals or officers who are appointed to manage CIS’s day-to-day operations.

2.16 Confidentiality

CIS, its officers and staff may obtain, hold, use and communicate, on a “need-to-know” basis, confidential information which, in their opinion, is material to the safety and welfare of the student. The student consents to CIS communicating with any other school which the student has attended, or currently attends or which the student should attend, about any matter concerning the student or about payment of fees, whether or not the information being passed on is also held in machine readable form. The confidentiality obligation of the school shall not apply to:

any information which becomes generally known to the public;
any information which is, at the time of disclosure, legally in the possession of the CIS; or
any information which is required to be disclosed pursuant to any applicable legal requirement or legal process issued by any court or any competent government authority or rules or regulations or policies of any relevant regulatory body.

2.17 Feedback and dispute resolution

The CIS core values encourage and support the process for open communication between all groups at all times.The school embraces an open door policy to gather and address all feedback received from stakeholders including students, parents, the public, suppliers and partners. Feedback includes both complaints and compliments, which are dealt with in confidence.

Feedback and complaints can be officially lodged and/or submitted.

Via email to feedback@cis.edu.sg, or
Via the Online Feedback Form on the CIS website.

It is CIS’s best intention to try to reach a fair and amicable / acceptable solution to the feedback / complaints that is fair and acceptable to all parties; the staff, the student and the school.

In the event that the student/parent and CIS are unable to resolve a dispute, or a student/parent is not satisfied with the outcome, the student/parent and CIS may refer the dispute to the Singapore Mediation Centre (SMC) or Singapore Institute of Arbitrators (SIArb) through phone call at +(65) 67855785 or via CPE’s Enquiry/Feedback Portal (Feedback) for mediation prior to instituting any legal action.

2.18 Surveys

The school also seeks feedback formally from students and parents via surveys. Each year, parents are invited to participate in an annual survey called the “Parent Pulse” while students in grades 3 to 12 are invited to participate in the annual "Student Pulse" survey. The purpose of these surveys is to gather feedback on academic programmes, sporting and arts programmes, extracurricular activities, campus facilities, teachers and staff, etc. This feedback is used in CIS’s ongoing improvement plans.